PA and Administrative Assistant

This is an exciting opportunity for a motivated and enthusiastic individual to join the team at the Grantham Institute, Imperial College’s hub for climate change and the environment, and one of Imperial’s Global Challenge Institutes.

This is a multifaceted and diverse role, which will involve providing essential administrative and professional support to under-pin the Grantham Institute’s activities in Innovation and Policy and Translation. You will coordinate the implementation of our new CRM system, Microsoft Dynamics, to ensure strategic contact management, provide support for the Institute’s annual COP delegation, and the UK Universities Climate Network (UUCN), and assist with the planning and delivery of Institute events. We are looking for an ambitious individual who will excel in engaging with a variety of external stakeholders in a confident and professional manner.

Duties and responsibilities

• Coordinate the deployment of the Grantham CRM system, Microsoft Dynamics and ensure its effective use within the Institute to ensure strategic contact management


• Provide administrative support to organise the annual COP delegation through selection of delegates, making travel arrangements, creating operations packs, event communication and post-event follow up


• Provide administrative support to the UK Universities climate network (UUCN) by managing regular communication, maintaining and updating a contact list at over 85 organisations, organising steering group meetings, reporting, some aspects of website management and supporting bespoke events.


• Provide efficient diary management and organise travel bookings


• Understanding and using the IC finance and procurement systems, including raising requests for purchase orders and handling of expense claims


• Arrange and coordinate meetings (room bookings and catering)

Essential requirements

• Experience of working in a complex environment with multiple stakeholders;


• Experience of managing databases


• Experience arranging large meetings and workshops


• Ability to show initiative and take decisions on routine matters, exercising judgment on when to refer issues to management


• Excellent interpersonal and communication skills, with a high level of professionalism


• Ability to work under pressure whilst maintaining a high level of accuracy and consistent attention to detail


• Ability to manage a busy workload, prioritise and manage own time effectively

Further information

This role is to start ASAP. This role is offered on a full-time basis, for 12 months to cover a secondment.

Should you require any further details on the role please contact: Gosia Gayer on g.gayer@imperial.ac.uk.

The College is currently trialling a Work Location Framework until early 2023. Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite. The opportunity for hybrid working will be discussed at interview.

Documents

• JD - PA and Administrative Assistant.pdf